The configuration of document types in Altamira allows you to define and manage which documents each employee can associate with their profile. System Administrators can configure individual document types or add multiple options simultaneously, based on company needs.

This approach ensures that each document is properly categorized and managed, simplifying organization and access to information for each employee. It also helps maintain a high level of order and control in document management.

Add new document types 

Single entry:

1. Go to Settings (gear icon) > User Interface > Lists
2. Search for the configuration Document types
3. Click New in the top right
4. Replace New item with the name of the document type (e.g. curriculum vitae, employment contract, etc.)
5. Saving is automatic. If you make changes, click Save

Bulk upload:

1. Click Bulk insert in the top right
2. Enter the list of document types. Each item must be on a new line, meaning one item per row (e.g. row 1 Curriculum vitae, row 2 Contract, etc.). You can copy the list from an Excel or Word file
3. Click Add

For more details on the field "Source file to copy during employee hiring", see Configure automatic copy of candidate profile attachments to hired employee

Security management

The Security tab allows you to define who can view, edit and delete company documents. Administrators can configure and manage permissions at user or group level, combining security by document type and existing hierarchical security.

To manage security:

1. Select the item and open the Security tab
2. Click Add
3. Select the user or group. You can use quick search
4. Set permissions for Read, Edit and Delete
5. You can choose: Allowed, Denied or leave it empty
6. Click Save

Permission inheritance

• Inherit from parent enabled: parent permissions are copied and cannot be modified
• Inherit from parent disabled: permissions become local and can be modified
• Future changes from the parent automatically propagate to child elements
• An item moved to root loses inheritance: inherited permissions become local
• New child items inherit permissions from the parent by default

Root elements do not support inheritance.

Note: the same permission may appear multiple times (typically one inherited and one local). This happens because re-enabling inheritance does not overwrite existing local permissions.

How security works

Permissions on documents combine with hierarchical security using an OR logic:

• If a user has access through their hierarchical role or through document types, they can access the information, unless there is an explicit deny at document type level.

Exception: an explicit deny at document type level always takes precedence and blocks access even if granted via hierarchy.

Examples:

• User without hierarchical access but with document type access → can see the document
• User with hierarchical access but with a deny on document type → cannot see the document

Create a document

To create a document, the following permissions are required:

• New permission on Employees (to display the button in the employee profile)
• New permission on Documents

Note: to view a document, the user must also have permission to view the employee who owns the document (via hierarchical security or explicit permission).

See also Documents